Administrative Assistant II, Occupational Health & Safety - Full-time

Position at VON Canada

Requisition Details:

Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Occupational Health & Safety 
Number of Hours Bi-Weekly: 75 
Work Schedule: Days
On Call: No
Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.

Job Summary:

The Administrative Assistant II provides scheduling/administrative support to their direct report, oversees office administration and maintains a high level of confidentiality in all aspects of the position.

The Administrative Assistant II will be supporting OHS Specialists with Ability Management admin, Attendance Support Program, Event Reporting System Reports and Health & Safety Administrative duties (electronic file set up, filing, logging of information, case notes, preparing reports, triaging e-mails in group distro list, Event Report System reports etc.). 

The successful candidate must have previous experience supporting a Health, Safety & Wellness team, and experience with Microsoft SharePoint & Excel (pivot tables, data entry, and trends). The successful candidate also must have good communication & written skills.

Key Responsibilities: 

• Performs administrative support for the Senior Management Team.  
• Provides Administrative support to community corporations where required.
• Manages and maintains the calendars, schedules, appointments and travel arrangements for direct reports. 
• Liaises with the Admin III or alternate to cascade priority requests to the respective leadership team members.
• Completes timesheets for all designated groups. 
• Responds to and/or drafts communications to internal and external stakeholders, both written and oral, on behalf of their direct report. 
• Documents and populates briefing notes and reports for their direct report.
• Pulls/coordinates/reports KPI data for review with their direct report. 
• Assists management with the maintenance of confidential files such as performance review meetings and files. 
• Arranges and coordinates meetings, including leadership meetings, and other events. 
• Prepares agendas, record minutes and circulates appropriately in a timely manner, ensuring attention to detail and accuracy.
• Organizes and maintains lists (e.g. vendor, staff distribution lists), filing and archive systems for documents, reference materials, contracts and other materials, in both paper and digital formats, ensuring confidentiality and retrieval of all materials. 
• Maintains service provider specialty certificates ensuring all appropriate documentation is preserved and tracked.
• Processes invoices and accounts receivable, allocating to appropriate cost centres, and follow-up as required to ensure accuracy.
• Organizes petty cash and Visa reports for regional leadership. This includes holding relevant money, attaining manager signatures, and completing weekly reconciliation. 
• Ensures equipment is operational, troubleshoots and facilitates the repair of on-site equipment as needed and ensures equipment and purchased services meet operational needs.
• May be responsible to maintain office space plan, liaising with the landlord for storage and space changes and setting up new employees in the office.
• May be assigned as the primary contact for all building issues, including building leases, maintenance, security, access and the leasing of office equipment.
• May be assigned as primary liaison for IT within the office (e.g. assigning cell phones, laptops in consultation with IT).
• Supports both general and technical process onboarding of new front-line staff arranging all necessary logistics. 
• Supports the off boarding of employees by arranging exit interviews and removing employee information as required.
• Supports site with systems outages and emergency response. 
• Ensures site adherence to appropriate internal administrative processes (appropriate signatures, cascading of authority).
• Coordinates site-wide initiatives.
• Performs all other duties as assigned.

Common Responsibilities:

• Promotes the goals and values of VON and their role as an integrated community care provider. 
• Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships:

• Interacts frequently with the leadership team to obtain and provide information, often of a confidential nature.
• Engages with outside vendors and service providers to acquire and maintain equipment.
• Interacts with the department of health, health authorities or continuing care agencies.  
• Maintaining relationships and provides supporting documents to funders and other stakeholders as required.  

Education, Designations and Experience:

• Post-secondary education in relevant field or equivalent education and experience.
• Minimum of one year of relevant administrative support experience in fast-paced office setting and experience working in a health care environment. 
• Demonstrated experience and success in managing small projects. 
• Experience in supporting Human Resources Management administratively is a strong asset. 
• Demonstrated experience writing reports, correspondences and other communication pieces.

Skill Requirements: 

• Proficiency in Windows OS and MS Office Suite programs as well as Adobe Acrobat.
• Strong aptitude to learn and use computer applications and software as required. 
• Excellent oral and written communication skills.
• Excellent interpersonal skills.
• Able to maintain a consistent professional manner with both internal staff and external stakeholders and to maintain confidentiality at all times.
• High level of accuracy and attention to detail. 
• Strong problem-solving skills. 
• Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines.
• Demonstrated ability to work both independently and as a team member to achieve desired results.
• Strong work ethic, reliable and self-directed.
• Able and willing to embrace change and effectively manage stresses of a busy office environment.

Other Requirements:

• Ability to attend off-site meetings as required.
• A current and original copy of a satisfactory Criminal Records Check required.
• A Vulnerable Sector Search and/or Child Abuse Registry Check may be required.
• Ability to speak French is an asset in French Designated areas.

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

VON Canada is committed to meeting the needs of persons with disabilities and to providing accessibility accommodations for candidates who require them. If you are in need of accessibility support, please visit our website at for further details.

VON Canada is committed to embracing and celebrating equity, diversity, and inclusion (EDI) as fundamental to living out our values of Respect, Compassion, and Excellence in all that we do.